Officer Pay Cycle Change FAQs
Access to and/or receipt of this document does not imply eligibility for benefits at Columbia University. Questions and answers contained herein pertaining to University benefits only apply to benefits-eligible Officers of the University.
Why is the University changing the pay cycle for Officers?
Who is affected by the change in pay frequency?
Are support staff affected by this change?
When will the change from a monthly pay schedule to a semi-monthly pay schedule take effect?
What happens when the pay date falls on a holiday or weekend?
When will I receive my first paycheck under the new pay frequency schedule?
Does this mean that the amount I currently receive in my monthly paycheck (prior to 7/1/2009) will be divided in two and given to me two times a month?
Will I need to make any changes to my direct deposit?
How are my taxes (Federal tax, FICA & Medicare, state & local) affected by the change in pay frequency?
What if I pay some of my bills through automatic bill pay?
How are my benefits deductions affected by the change in pay frequency?
How are my other deductions affected by the change in pay frequency?
Are there resources available to assist me with personal budget planning?
If I have additional questions, who do I speak with?
Why is the University changing the pay cycle for Officers?
Changes to New York State law require that all employees below a certain earnings threshold be paid at least semi-monthly. Several pay frequency options were considered and the conversion of all Officers to a semi-monthly schedule was determined to be the most effective way to comply with this law.
Faculty and staff will have access to their earnings earlier and more often, providing them more flexibility in how they manage their money. Keeping all Officers on the same pay cycle will make it easier for departments to manage their HR and payroll functions.
Who is affected by the change in pay frequency?
All University Officers of instruction, research, administration, the libraries and student officers will be converted to a semi-monthly pay frequency. However, stipend and fellowship payments will not change, and will continue to be paid monthly.
Are support staff affected by this change?
No. Support staff will remain on their current bi-weekly or weekly schedule.
When will the change from a monthly pay schedule to a semi-monthly pay schedule take effect?
Officers being converted to a semi-monthly schedule will receive their last monthly paycheck on June 30, 2009. Beginning July 1, 2009, all Officers will be paid twice a month based on the following new pay periods and pay dates:
| Pay Period: | Pay Date: |
| 1st - 15th of the month | 15th of the month |
| 16th - last day of the month | Last day of the month |
What happens when the pay date falls on a holiday or weekend?
If the pay dates fall on a weekend or holiday, the Officers will be paid on the last work day prior to the weekend or holiday.
When will I receive my first paycheck under the new pay frequency schedule?
Officers will receive their first semi-monthly pay check on July 15, 2009.
Does this mean that the amount I currently receive in my monthly paycheck (prior to 7/1/2009) will be divided in two and given to me two times a month?
Yes. Your annual gross earnings will be divided by 24 instead of 12, and you will receive a paycheck twice per month.
Will I need to make any changes to my direct deposit?
You must adjust your direct deposit only if you currently have a set dollar amount deposited into two different accounts. The amounts will have to be adjusted to reflect your new semi-monthly net pay.
For example:
- Your current monthly per-paycheck take home amount is $3,000 and you have $1,500 deposited to savings and the balance ($1,500) deposited to checking.
- Your new semi-monthly per-paycheck take home will be roughly half, or $1,500.
- To keep the distribution the same, you would want to have $750 deposited to savings and the balance ($750) deposited to checking. At the end of each month you will still have deposited $1,500 to savings and $1,500 to checking.
In order to make changes to your direct deposit, please log in to https://my.columbia.edu/ using your UNI and password, click on the Faculty and Staff tab and then on "View Your Direct Deposit Information."
Changes to your direct deposit must be made between June 25, 2009 and July 9, 2009 in order to be reflected in your July 15th paycheck.
How are my taxes (Federal tax, FICA & Medicare, NY state & local) affected by the change in pay frequency?
These deductions are calculated as a percentage of the semi-monthly pay amount. The same amount will be deducted on an annual basis as under the monthly pay. There will be no impact on annual taxes as a result of this change.
Will I need to make any changes to my taxes or withholdings?
If you have an additional tax amount deducted from your paycheck, that monthly amount will be split in half, and 50% will be withheld from each semi-monthly check. If you do not want the current additional withholding amount to be split in this manner, please evaluate your tax set-up to ensure that your withholding is appropriate for your new semi-monthly earnings.
In order to make changes to your Federal tax withholding via employee self-service, please log in to https://my.columbia.edu/ using your UNI and password, click on the Faculty and Staff tab and then on "View Your Tax Information." Changes must be made between June 25, 2009 and July 9, 2009 in order to be in effect for the July 15th paycheck.
In order to make changes to your State and/or local tax withholding, you must submit a new IT-2104, also available via the Finance Division forms library. The new IT-2104 should be mailed to the HR Processing Center or, if you work at the Medical Center, to CUMC Payroll. Revised IT-2104 forms must be received no later than June 30, 2009 in order to be in effect for the July 15th paycheck.
Columbia University HR Processing Center
615 W. 131st Street
Studebaker Building, 4th Floor, Mail Code: 8702
New York, NY 10027
CUMC Payroll Office
Black Building 1-126A
630 W. 168th Street
New York, NY 10032
What if I pay some of my bills through automatic bill pay?
If you have automatic bill pay set up for any regular expenses, for example, mortgage payments, car payments, student loan payments, cable bill, phone bill, credit cards, etc., you may want to review the timing of those payments to take advantage of your new semi-monthly pay frequency.
How are my benefits deductions affected by the change in pay frequency?
Health and Welfare Deductions (examples include medical, dental, transit, FSAs, etc.):
Benefits will be deducted in even amounts from each paycheck. Your per-paycheck deduction amount will be 50% of your current monthly deduction amount.
- How are my Healthcare Flexible Spending Account (FSA) contributions affected?
Your annual FSA contribution will remain the same as you elected. Monthly contributions will now be split over two paychecks. - How are my Dependent Care Flexible Spending Account (FSA) contributions affected?
Your annual FSA contribution will remain the same as you elected. Monthly contributions will now be split over two paychecks.
As a reminder, your reimbursement for eligible Dependent Care FSA expenses cannot exceed the balance of your account at the time of your claim. With this change, you may now submit for reimbursement after the first paycheck of each month. However, you must have sufficient funds in your account to receive reimbursement. - How are my Transit/Parking contributions affected?
Your annual Transit/Parking contribution will remain the same as you elected. Your reimbursement for eligible Transit/Parking expenses remains the same as it is today. It cannot exceed the deduction amount for the month.
Retirement Plans:
- How are the CU Retirement Plan contributions I receive from the University changing?
There are no changes. The University contributions will continue to be sent to the investment carriers once a month. However, you will see the contribution amounts reflected on each semi-monthly paycheck.
How are the Voluntary Retirement Savings Plan (VRSP) contributions I make changing?
VRSP contributions will be deducted in even amounts from each paycheck. Your per-paycheck deduction will be 50% of your current monthly deduction amount. Your remaining balance of your annual elected contribution amount will be deducted evenly from each paycheck for the remainder of the year.
Please note: If you made a VRSP election prior to June 22, 2009, your deduction will be taken out monthly from your June 30, 2009 paycheck. Beginning with your July 15, 2009 paycheck, your deductions will be taken out semi-monthly. Any elections made after June 22, 2009, will be taken on a semi-monthly basis.
Given this change in pay frequency, can I revise my 2009 Benefits and make changes to reduce contributions?
A pay frequency change does not permit changes to your health and welfare elections for the calendar year.
You may however change your contribution election to the VRSP at any time throughout the year. The election change will be effective as soon as administratively possible following your election (next or following pay cycle).
How are my other deductions affected by the change in pay frequency?
All other paycheck deductions will be 50% of your current monthly deduction amount and be taken out of each semi-monthly check.
Are there resources available to assist me with personal budget planning?
There are a number of free online tools available to assist with budgeting and cash flow planning. We have compiled a list of external resources. Columbia University does not provide financial advice; we recommend that you seek the advice of a professional financial advisor if you have questions.
If I have additional questions, who do I speak with?
Please call the Human Resources Processing Center Helpdesk at 212-851-2888.
For benefits-related issues, please call the HR Benefits Service Center at 212-851-7000.